For me, one of the biggest pain points with meetings is that I have so many meetings, and so many clients, and I do so much work, that I'd forget what I discussed in them.
The call would end and the actions would live in my head. I'd mean to write them up straight away, then the next call would start or a client would message, and by the evening I'd be trying to remember exactly what I'd promised and by when. Meanwhile the client was waiting on something I'd said I'd do.
So I created a meeting notes agent. Now when a call ends, I don't write anything down. The notes get filed in that client's folder and the actions land in my ClickUp without me touching either.
What lands after every call
Two things, every time.
The first is a meeting note, filed in that client's folder in my AI brain. It's the same shape for every call, so I can read it in a minute:
[Meeting title] - [date]
Client: [client name]
SUMMARY
[Three to six lines: what we covered & where it landed]
DECISIONS
- [What was agreed, as close to word for word as possible]
ACTIONS
| Action | Owner | Due | Task |
| [Send the revised proposal] | Me | [date] | [task link] |
| [Send the brand assets] | Client | - | Waiting on client |
CROSS-CHECK
[Anything one notetaker caught that the other didn't]
FULL NOTES
[The notes from the call, cleaned up, headings kept]
The second is the actions, as real tasks in ClickUp on that client's list. Every action that's mine becomes its own task with a link back to the note. Everything the client owes me goes on one task called "Waiting on [client]" with a checklist, so I can see at a glance what I'm chasing. Anything that was a "we should" doesn't become a task, because nobody owns it yet. It stays in the decisions, and my morning brief tells me how many of those are waiting.
That has been so helpful, because when I have a meeting it literally puts it in my calendar, and even if it doubles up, it doesn't matter, because it brings it front of mind and then I can clear the task.
How mine works
I use Gemini and ClickUp AI to join my meetings. Gemini doesn't join if I'm not the one who set up the meeting, but ClickUp joins all of my meetings, whether it's on the client's link or my own Google link. Between the two of them, every call gets written down.
Every half hour through the day, a routine checks for new notes from either one. ClickUp's notes turn up a few minutes after a call ends, and Gemini's usually take 15 to 30 minutes. So when it finds one set, it matches it to the other by the day, the names in the call and the time, and waits for the second set before it writes anything. It waits up to four hours for Gemini and an hour for ClickUp. Then it does five things.
- It works out which client the call was with, from who was in it first, then the meeting title, then what was discussed. It never decides from my calendar, because a real client call can sit in a block I haven't named. If it isn't sure, it doesn't guess. The note goes into a "for review" folder with the two clients it thinks are most likely.
- It writes one note for the meeting, never two. Gemini is the main note, because I rate it higher. Anything ClickUp caught that Gemini didn't, or anything the two disagree on, goes in the cross-check section, and the actions from both get combined into one list.
- It files the note in that client's meetings folder, adds a line to the client's log for the day, and updates the "last meeting" line on their status page.
- It creates the tasks. Mine land in "to sort", which is the status I use as my inbox. If the notes give a date, the task gets that date. If they say today or ASAP, it's dated tomorrow. If they don't say, it has no date and I give it one when I sort my inbox.
- It checks the client's list first. If a task already covers that action, it comments on the existing task with a link to the note instead of making a second one.
If a call was more than a week ago by the time it finds the notes, it files the note but doesn't create any tasks, because week-old actions in my inbox are just noise. And if the second set of notes turns up after the meeting has already been filed, it adds them to the bottom of the same note and only creates tasks for anything the first pass missed.
Get the skill
I've taken everything above and written it up as a skill you can download, with nothing of mine in it.
Download the Meeting Notes skill →
Inside is the skill itself, which is the whole job written as instructions for Claude, and a setup guide with every prompt from this post in the same order. The skill has blanks where your folders, your clients and your statuses go, and Claude fills them in with you in Step 3.
What you need before you start
- The Claude desktop app, with the Claude Code tab. Routines live there.
- A notetaker that writes your calls down. Gemini in Google Meet saves its notes to your Google Drive. ClickUp's AI Notetaker saves them as a doc in ClickUp. One is enough to start.
- Claude connected to wherever those notes are saved, and to your task manager. Step 2 covers this.
- A folder for each client in your AI brain, and a file that lists your clients. This is where the notes get filed. If you haven't got one, The Co-Founder Setup walks you through it.
- A list for each client in ClickUp, so the tasks have somewhere to go.
- The Meeting Notes skill from the download above.
You don't need Zapier or a developer. The routine does the joining up.
Step 1 - Switch on your notetaker
Open the Claude desktop app, click the Claude Code tab and start a new chat. Attach your AI brain folder with the + button.
I want every client call I have to be written up automatically. I run my
calls on [Google Meet / Zoom / Teams] & my tasks are in ClickUp.
Tell me which notetaker I should switch on, where it will save its notes,
& walk me through turning it on, one step at a time.
Claude will tell you exactly where to click for your setup. The one thing to be sure of before you move on is where the notes end up. Gemini saves them in your Google Drive. Mine now go into a folder called Google Meet, with a folder for each meeting, and my older ones are in a folder called Meet Recordings. ClickUp's notetaker saves a doc in your ClickUp workspace.
Have one short call with the notetaker switched on and check the notes appear where Claude said they would.
Step 2 - Connect Claude to your notes and your tasks
Now I want you to be able to read my meeting notes & create tasks in my
ClickUp. Tell me which connectors I need & walk me through connecting
them. Never ask me to paste a password or key into this chat.
Claude tells you when to do each of these.
- In the Claude desktop app, open Settings, then Connectors.
- Find Google Drive and click Connect. Sign in with the Google account your calls are on.
- Find ClickUp and click Connect. Sign in and allow access. If you can't see it in the list, ask Claude where to find it.
- Go back to the chat and tell Claude it's done.
Connectors use your normal sign-in, so there's no key to copy anywhere. If anything ever asks you to paste a password or a key into the chat, don't. Keys go in the service's own settings, never in a message.
To check it worked, ask Claude "What were the notes from my last call?" It should find them and tell you who was in it.
Step 3 - Install the skill
Unzip the download. Go back to your chat and attach the meeting-notes folder with the + button.
This is a skill for filing my meeting notes & turning the actions into
tasks. Install it for me so it's available in every chat.
Then fill in the Setup section with me. Ask me one question at a time:
where my client folders are, where my notes come from, which task
manager & statuses I use, & who's who in my calls. Write my answers into
the skill. Don't run it yet.
Claude will ask you which folder your clients live in, whether you use Gemini, ClickUp or both, and what your inbox status is called. Mine is "to sort". Use whatever status on your lists means "I haven't looked at this yet".
The "who's who" question matters more than it looks. If a client has an assistant or a videographer who joins your calls, give Claude their name now, so those calls get filed under the right client.
When it's finished, Claude reads the Setup section back to you. Check the folder paths are the real ones.
Step 4 - Test it on one real call
Before you let it loose, run it once where you can watch.
Use my meeting-notes skill on my last call with [CLIENT]. Before you
create any tasks, show me the note you'd file & the tasks you'd create,
& wait for me to say yes.
You should see a note, the client it matched, and a short list of tasks split into yours and theirs. Read the actions against what you remember from the call. If it's put something on your list that the client said they'd do, tell it, then:
Add what I just corrected to the Learned rules in my meeting-notes skill,
so it doesn't happen again.
Then say yes and check the tasks are in ClickUp.
Step 5 - Put it on a timer
This is a routine, which is a skill on a timer. If you haven't set one up before, here's how routines work. This one is a chore: one fixed job, done the same way every time, and it writes.
Set up a routine that runs every 30 minutes from 8am to 9pm & uses my
meeting-notes skill. The skill holds the whole job, so keep the routine
short: run the skill, & finish with one line per meeting - client,
number of tasks, anything flagged. If there are no new notes, say "no
new notes" & stop.
Claude sets the routine up and tells you when it'll first run. Mine runs at quarter past and quarter to every hour, from 8:15 in the morning to 8:45 at night.
Let it run on its own for a week, and every time you correct something, add it to the Learned rules the same way as Step 4.
The catch, and the fix
It can only write up a call that a notetaker was in. Gemini doesn't join a meeting someone else set up, which is exactly why I have ClickUp's notetaker as well. If you only use one, check it's actually in the call when a client sends you their link.
Nothing appears straight after a call, and that's on purpose. If you use both notetakers, it waits for the second set of notes so it can write one complete note instead of one that's missing whatever Gemini picked up. If you only use one notetaker, tell Claude in Step 3 and it won't wait at all.
It also runs on your Mac, so your Mac needs to be awake with Claude open. If the laptop's shut, nothing runs, and it catches up on every call it missed the next time you open it.
And the notes are only half the value. The other half is what reads them. Before my next call with that client, the prompt I run before every client call reads the last meeting note and checks which actions were done. Every night, the AI employee that updates my AI brain folds the meeting into the client's status page. If you build this, build those next.
What this looks like as a business
Every business owner you support has calls that end with actions nobody writes down. This is a build a client feels after their very next meeting. One automation I built for a client generated £650 and kept saving them time after I'd handed it over. You're paid for knowing that the notetaker, the client folder and the task list need joining up, and for setting it up so nothing gets filed against the wrong client.
Start with your next call
Don't build the routine first. Switch on a notetaker, have your next client call, install the skill and run Step 4 on that call. If what comes back is right, put it on a timer.
If you haven't got your AI brain set up, that's the foundation for all of this: start here.
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